Team Administrator

Transformation Unit; Greater London; Hybrid; GBP 34,000 - 37,000; Part time

Job summary

South London and Maudsley NHS Foundation Trust in London is seeking a part-time Team Administrator (NHS AfC Band 4) to support the Mental Health Liaison Team. The role involves coordinating referrals, maintaining patient records on EPJS, and ensuring governance and information security.

You will liaise with hospital staff and external partners, help with patient flow, discharge planning, and contribute to service improvement while working flexibly across shifts between 08:00 and 22:00.

Qualifications

• General education including English and Mathematics.
• Medical or legal secretary qualification.
• Business Administration or Project Management qualification.
• Experience using EPJS or similar electronic patient record systems.

Responsibilities

• Provide administrative and operational support to the Mental Health Liaison Team, including referral coordination, patient flow support, and discharge planning.
• Maintain accurate patient records on EPJS and Trust systems, process clinical documentation, and support data collection, reporting, and audits.
• Act as a key point of contact for patients, carers, staff, and partner agencies, ensuring effective communication and escalation of urgent issues.

Skills

Microsoft Outlook

Microsoft Word

Excel

Education

General education incl. English & Maths

Medical or legal secretary qualification

Business Admin or Project Management qualification

Job description

Main area Lambeth Operational Directorate Grade NHS AfC: Band 4 Contract Permanent Hours Part time - 18.75 hours per week (Monday to Sunday, shift patterns between 08:00 and 22:00) Job ref 334-NCL-8238708-MU

Employer South London and Maudsley NHS Foundation Trust Employer type NHS Site GSTT Mental Health Liaison Team Town London Salary £34,186 - £37,389 Pro-rata, per annum inclusive of HCAS Salary period Yearly Closing 13/10/2026 23:59

Team Administrator

NHS AfC: Band 4

South London and Maudsley NHS Foundation Trust has a rich history, well-established community links and an international reputation. We deliver specialist services in the London boroughs of Croydon, Lambeth, Lewisham and Southwark, Bexley, Bromley, Greenwich, Wandsworth and Richmond.

We are committed to provide a high quality and specialist care to our service users and we are recognised for our care and treatment we provide. The Care Quality Commission already rates our services as ‘good’.

We launched our five-year strategy, Aiming High; Changing Lives in 2021 together with Our Care Improvement System as our quality management system methodology to make a positive impact on patient care, outcomes and staff experience. By joining SLaM, all staff will get the opportunity to be part of this exciting improvement journey supported with learning and development to harness everyone’s potential as change makers.

The trust recognises the unique and valuable contribution that people with lived experience of mental illness can bring to a role.We therefore welcome applications from people with lived experience and consider them as an asset to the Trust.

Our Values

We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I'm going to do is at the heart of everything we do. When you join us, you'll be part of something special.

As a Trust we are happy to talk flexible working.

Job overview

The post holder will provide administrative and operational support to the Mental Health Liaison Team, contributing to the effective delivery of services across acute hospital settings. They will support the coordination and tracking of referrals, maintain accurate patient records on EPJS and other systems, and ensure compliance with Trust and information governance requirements.

The role involves liaising with a range of internal and external stakeholders, effective communication and the timely completion of administrative processes. The post holder will also assist with patient flow and bed management and deputise for the Patient Flow Coordinator during periods of absence or increased service demand, helping to facilitate safe and timely admissions, transfers, and discharges.

Acting as a key point of contact between liaison teams, Emergency Departments, inpatient wards, bed management teams, community services, and external providers, you will support the management of mental health bed demand. Duties include coordinating Mental Health Act assessment referrals, processing bed requests, assisting with documentation, arranging transport, maintaining tracking systems, monitoring delays, and supporting service improvement activities.

The successful candidate will have excellent organisational, communication, and interpersonal skills, with the ability to work independently, prioritise workloads, and contribute to the delivery of safe, effective, and high-quality patient care.

Main duties of the job

Provide administrative and operational support to the Mental Health Liaison Team, including referral coordination, patient flow support, and assistance with discharge planning. Maintain accurate patient records on EPJS and Trust systems, process clinical documentation, and support data collection, reporting, and audits.

Act as a key point of contact for patients, carers, staff, and partner agencies, ensuring effective communication and escalation of urgent issues. Liaise with hospital, community, and external services to support continuity of care and maintain administrative tracking systems.

Undertake general administrative duties, including diary management, meeting support, minute taking, filing, and correspondence. Contribute to governance, quality improvement, training, and service development activities, while providing reception and cross-site cover as required.

Working for our organisation

South London and Maudsley NHS Foundation Trust (SLaM) provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol.

We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training.

SLaM employ around 5000 staff and serve a local population of 1.1 million people. We have more than 230 services including inpatient wards, outpatient and community services. You will have access to professional development and learning opportunities, and have the chance to work alongside people who are world leaders in their field.

The core philosophy of the Core24 Mental Health Liaison team is:

"We take a professional, honest, caring and open-minded approach. We encourage and support choice. We are prompt and will take time to listen, work collaboratively with you and stick to our word. We respect differences"

This is in line with the trust's core values:

• I will be caring, kind and polite.
• I will be prompt and value your time.
• I will take time to listen to you
• I will be honest and direct with you.
• I will do what I say I am going to do.

Detailed job description and main responsibilities

As outlined above, this role requires that the post holder provide comprehensive administrative, operational and patient flow support.

Qualifications

• Good standard of general education including English and Mathematics.
• Medical / legal secretary qualification
• Business Administration or Project Management qualification

Experience

• Previous experience in an administrative or clerical role within an NHS setting
• An understanding of the function of inpatient wards, CMHTs (Community Mental Health Teams), and home treatment teams and how they interface with each other.
• Experience using EPJS or similar electronic patient record systems.
• Knowledge of mental health bed management and coordination.

Skills

• Understanding of confidentiality, data protection and information governance.
• Good IT skills including Microsoft Outlook, Word and basic Excel.
• Excellent communication and interpersonal skills, including dealing sensitively with distressed individuals
• Diary management, meeting coordination, minute taking where required, photocopying, filing and post handling.

Abilities

• Ability to work under pressure
• Ability to maintain and manage data
• Ability to work with minimal supervision and direct own work streams
• Ability to work effectively as part of a team and use initiative within agreed procedures

The Trust is committed to providing services which embrace diversity and that promote equality of opportunity. We are a Disability Confident Employer, we welcome applicants from all sections of the community and people of all protected characteristics. We provide reasonable adjustments for candidates with a disability and are committed to treating people fairly with compassion, respect and dignity and in promoting equality and human rights. We aim to put this commitment into practice by:

• Embedding our commitment to tackling inequality, eliminating discrimination and harassment; promoting equality of opportunity and fostering good relations in our everyday practice
• Ensuring that all our services and all staff understand and support our commitment
• We believe that people who use our services, their carers and our staff, should be treated with compassion, respect and dignity.

SLaM is a Stonewall Diversity Champion , Stonewall is the largest Lesbian, Gay, Bi and Trans (LGBT) rights charity in Europe.